Adequate and predictable state funding for college and
university facilities and other capital expenses is fundamental to meeting New
Jersey’s higher education needs.Institutional governing boards and multiple state-level agencies plan,
administer, and finance capital projects for higher education, but there is no
coordinated long-term planning or needs assessment.The Commission on Higher Education and the Presidents’ Council
have initiated a statewide planning process to forecast capital needs based on
solid data collection and informed cost projections for New Jersey’s colleges
and universities.This survey is a
critical component of that process.The
data generated by the survey will underlie long-range capital planning and
policy recommendations for state policymakers and will inform the Commission’s
and the Council’s fall 2001 budget policy statements regarding capital funding.

The timeline for completion of the survey, analysis of the
data, and development of long-range funding recommendations is short. However,
both the Commission and the Presidents’ Council’s Executive Board strongly
encourage adherence to the timeline in order to fully prepare for the next
budget and inform policy and planning in the next administration.To expedite completion of the survey, the
Commission will facilitate a statewide workshop in late June for institutional
representatives from the facilities office, the finance office, and the
research office.

The survey form is modified from the form used in the
1997/98 facilities survey, which should assist in completion of some
items.Technology infrastructure and
capital equipment are added to the new version, some items are revised, and
additional supporting data is required in order to provide solid, credible
information on which to build a case for ongoing support mechanisms.

GENERAL INSTRUCTIONS

Please
complete the survey and submit to the Commission on Higher Education by August
17, 2001. Microsoft Excel spreadsheets are provided for completion of the
survey and Attachment A. Please return the completed forms electronically using
a disk or email.

If you have any difficulty downloading the spreadsheets,
please contact Kris Krishnan at kkrishnan@che.state.nj.us
or 609-984-2684.

Unless stated otherwise, all information provided should be
for the fiscal year 2000-01.

Pertinent definitions are included in these survey instructions,
and reference is made to the Postsecondary Education Facilities Inventory and
Classification Manual published in November 1992 by the National Center for
Education Statistics (NCES 92-165), which can be found online at www.nces.ed.gov.

Please enter information only in the cells that are outlined
and not shaded. The shaded cells contain formulas or references that will be
automatically updated when the information is entered in the appropriate
cell(s). If you are providing information for more than one campus, please make
copies of the spreadsheet so that there is one form submitted for each campus.

HEADING

Provide the information requested on a separate spreadsheet
for each New Jersey campus operated by the institution. The term “campus”
includes branch campuses and main campuses of multi-campus institutions where
the campus is used for regular undergraduate or graduate education and
extension centers that are owned or leased by the institution for their exclusive
use.The date completed should be
entered as month/year (e.g., 07/01).

For the question regarding a facilities master plan, please
answer “yes” or “no” on the form for each campus even if the question refers to
an institution-wide facilities master plan. The date the plan was last updated
and the date of the next scheduled update should be entered as month/year
(e.g., 05/99).

Although many people may be involved in completing the form,
the name of the person responsible for completing it should be the contact
person if additional information or clarification is required. Please provide
the telephone and fax numbers for the contact person as well as an email
address.

I.GENERAL CAMPUS INFORMATION

A.Acreage
Inventory

Report the acreage for each category listed. Definitions are
provided below. All entries should be in acres or parts of an acre expressed in
decimals. The sum of improved, unimproved-buildable, and
unimproved-not-buildable acreage should equal the total acreage reported. Likewise, the sum of owned and leased
acreage should equal the total.

Improved acreage
is that regularly maintained, including land occupied by structures, parking
lots, open athletic facilities, and roads, as well as regularly maintained open
space.

Unimproved-buildable acreage
means vacant land (not regularly maintained) upon which facilities could be
constructed.

Unimproved-not-buildable
acreage is vacant land (not regularly maintained) upon which facilities cannot
be constructed. The limitation may be because of terrain or legal restrictions.

Owned land
includes land being acquired under a lease-purchase agreement, land for which
title is held by the Educational Facilities Authority, and land owned by a
related entity, such as a religious order.

Leased land is
generally defined as land occupied as the result of a term lease.

B.Buildings
Inventory

Report the amounts for each category. For the definition of
“building” see the Introduction to these instructions or the NCES Manual. The
sum of gross square footage: academic and gross square footage: auxiliary
should equal the total gross square footage.Buildings that are under construction should not be reported this
year.However, those buildings being
renovated should be included.

Gross square
footage:academic is the total floor area of structures used for academic
and academic support functions, including classrooms, laboratories, faculty
offices, libraries, studios, and offices for student services and institutional
administration. Operation and maintenance of the buildings is primarily
supported by tuition, general fees, and, in the case of public institutions,
government appropriations.

Gross square
footage:auxiliary is the total floor area of structures whose operation is
supported by funds accounted for as auxiliary enterprises (student unions,
bookstores, dormitories, etc.)

Gross square
footage:total is the floor area of a structure within the outside faces of
the exterior walls. The value is either physically measured or scaled from
as-built drawings. (NCES, p. 9)

Note: Certain facilities (e.g., recreational facilities) may
be either academic or auxiliary depending upon their financing. For mixed
buildings (e.g., dormitories with classrooms in them), institutions should
separate the uses.

C.Functional
Space Available

Provide the Net Assignable Square Footage (NASF) for each
use category. NASF refers to areas on all floors of a building that are
assigned to, or are available for assignment to an occupant.NASF excludes
areas used for building service (e.g., janitorial closets and public rest
rooms), circulation, mechanical equipment, utility services, shafts, and
structural building features. NASF is computed using the inside dimensions of
rooms, etc.For further definition and
discussion of the use codes, see National Center for Education Statistics, Postsecondary Education Facilities Inventory
and Classification Manual (1992 edition) [NCES 92-165] (Washington,
D.C.:U.S. Government Printing Office,
November 1992), Chapter 5. The room use codes differ from those in the earlier
1973 edition. This publication is available online at www.nces.ed.gov .If you have cannot download the document, please contact the
Commission on Higher Education.

D. Age of
Facilities

Provide the total square footage constructed or
reconstructed during the periods indicated.

The
purpose of requesting this information is to provide an overview of the age of
the campus and the possible need for maintenance, replacement, or code
compliance. This may mean that the original construction date of a building is
less important than the date when a major reconstruction occurred. The
construction date provided should be the year constructed or in which a major
reconstruction of a building occurred. If there is a question whether
rehabilitation of a building constitutes major reconstruction, the answer
should be determined by asking whether the building as redone meets current
building, access, and other codes and is considered sufficient to meet current
program needs. If the building meets current codes and program needs, it should
be considered to have been reconstructed.If a significant portion of a building has undergone major renovation,
the square footage should be pro-rated and reported at the appropriate age for
each portion.

All facilities should be included, i.e., both academic and
auxiliary. The total square footage should equal the total reported in I. B.

E.Replacement
Value

Replacement value will be calculated automatically. The
total NASF for each use category will be converted to gross square footage
(gsf) and multiplied times the average cost per gsf for the particular use
category.(The average costs per gsf in the several space categories will be
established based on recent projects at New Jersey colleges.)

II. CLASSROOM/LABORATORY INVENTORY

A. Number of Classrooms

Provide the number of classrooms for each size
category.Size ranges are provided.

B.Number of Instructional Laboratories

Provide the number of laboratories for each category.
Laboratories devoted solely to research should be excluded; laboratories
devoted to both instruction and research should be included. The categories are
general because of the large number of specialties that may occur in each
category.

Science laboratories may be general or devoted to specific
disciplines, such as physics, chemistry, biochemistry, or biology.

Engineering laboratories are those used for engineering
instruction.

Computer laboratories include both those used strictly for
computer science instruction and those available to students for general
computer use.

Studio laboratories are those used for art or architecture
instruction. Culinary arts teaching facilities should also be reported as
studio laboratories.

C.Number of
Research Laboratories

Research
laboratoriesare those laboratories devoted
solely to research.

III.
CLASSROOM/LABORATORY SCHEDULING

A.Scheduled
Classroom Hours per Week

For the time periods indicated, calculate the average number
of hours per week that classrooms are scheduled based on classroom use during
the third week of the fall 2000 semester, regardless of whether the schedule
called for the classroom to be fully occupied. For example, a class of 12 that
meets in a classroom that holds 50 constitutes a scheduled class even though
the classroom itself may be underutilized.The average number of hours scheduled must be during the time periods
provided, although there is some room for variation. For example, include
morning classes that start at 7:30 a.m. in the weekday hours (8:00 am – 5:00
pm).Evening classes that start at 4:40
p.m. would be included in the evening hours (5:00 pm – 10:00 pm).The average use is calculated by dividing
the total number of classroom hours scheduled during the target week by the
number of classrooms.

B.Scheduled
Instructional Laboratory Hours per Week

For the time periods indicated, calculate the average number
of hours per week that instructional laboratories are scheduled based on
laboratory use during the third week of the fall 2000 semester, regardless of
whether the schedule called for the laboratory to be fully occupied. For
example, a lab of 12 that meets in an instructional laboratory that holds 24
constitutes a scheduled class even though the laboratory itself may be
underutilized. The average number of hours scheduled must be during the time
periods provided, although there is some room for variation. For example,
include morning labs that start at 7:30 a.m. in the weekday hours (8:00 am –
5:00 pm).Evening labs that start at
4:40 p.m. would be included in the evening hours (5:00 pm – 10:00 pm).The average use is calculated by dividing
the total number of laboratory hours scheduled during the target week by the
number of laboratories.

Instructional laboratories may occasionally be used as
classrooms. All calculations should be based on the primary or intended purpose
of the room, not on the particular use at a given time. Thus, calculations for
a room equipped as a computer laboratory would always assume that the room is a
laboratory even though a particular class meeting in the room might not require
the use of computers.

Special notes:
Institutions may schedule classrooms or laboratories for activities other than
credit-bearing instruction. Examples include noncredit instruction and use by
student associations. For the survey, regularly using a classroom for such
purposes constitutes a scheduled use and the number of hours of use should be
calculated accordingly. The emphasis is on the regular schedule of the
classroom or laboratory; occasional uses would not be considered when
calculating the number of hours used.

In addition, if an institution’s facilities are used by
another institution (e.g., through a joint program), the institution owning the
facilities should report the classroom or laboratory as scheduled even though
it is not offering the course.

IV.Maintenance Expenditure and Debt

A.Expenditure
for Operation and Maintenance of Physical Plant (FY2001)

Report all expenditures for operations established to
provide service and maintenance related to grounds and facilities used for
educational and general purposes. Also include expenditures for utilities, fire
protection, property insurance, and similar items. Do not include capital
expenses covered by the institutional plant fund account.

B.Institutional
Debt (FY 2001)

Report data on indebtedness liability against the physical
plant. Include auxiliary enterprises facilities as well as educational and
general facilities. Exclude debt issued by and
paid for by state or county government. (E.g., an institution should include
only its 25% share of the debt service for equipment leasing bond funds
allocated to the institution.)

(The Commission will gather existing state and county
government debt on behalf of each institution.)

V.CAPITAL PLAN REQUIREMENTS

NOTE:The
community colleges should complete this section of the survey based on what is
currently in their long-range capital plans, which is limited in most cases to
projects for which funding is already identified. The Capital Planning
Committee will work with the community colleges to develop a mechanism to
project capital needs beyond those projects currently in their long-range
capital plans where necessary.

For each category, except preservation/maintenance, estimate
the current dollar value of capital construction needed during the next seven
years (FY 2002 through FY 2008). Preservation/maintenance will be a calculated
amount based upon the replacement value calculated in Item I.E. Using the
spread sheet (page 3 of the survey), provide a list of projects in each area
mentioned in Item V. (except preservation/maintenance), including the related
information to support the estimate. (See Attachment A
for format and instructions.)

Preservation/maintenanceprojects are those for regularly scheduled repair,
replacement, rehabilitation, upgrade, or maintenance of plant assets to
preserve and maintain facilities for their intended use.
Preservation/maintenance projects address the repair, replacement,
rehabilitation and upgrade of electrical systems, heating, ventilation &
air conditioning (HVAC) systems, roofs, security systems, as well as critical
repairs to the structure itself.

Deferred Maintenance is defined as preservation and maintenance
projects that were not performed in the time period in which they were
scheduled or first identified due to fiscal or other conditions, the result of
which is physical deterioration or loss in value of a plant (capital) asset.

Complianceprojects
are those whose purpose is to comply with federal or state laws and
regulations.Such projects usually have
specific compliance standards and penalties for non-compliance.Note that separate estimates are requested
for compliance with Americans with Disabilities Act; with life/safety
(primarily fire) standards; and with environmental projects such as the
abatement of hazardous materials, remediation of contaminated sites, and
mitigation of such conditions.The
category also includes projects necessary to comply with permits and
environmental regulations.

Acquisition projects should be limited to the purchase, either
outright or through lease/purchase, of facilities and land.Do not include the purchase of capital
equipment or computer equipment.

New Construction is the total cost of a construction project
for new facilities or the addition of building area or volume.

Major Renovation is the significant restructuring of a
facility, which will allow the occupancy of previously unoccupied space or a
change in the use of the facility.

Infrastructure improvement projects include the delivery of
water supplies, energy efficiency improvements, and construction of roads,
parking lots, and sidewalks.

SURVEYS
MUST BE COMPLETED AND RETURNED TO THE COMMISSION ON HIGHER EDUCATION NO LATER
THAN AUGUST 17, 2001. PLEASE SUBMIT ELECTRONICALLY USING A DISK OR EMAIL TO kkrishna@che.state.nj.us ; SEND DISK
TO COMMISSION ON HIGHER EDUCATION, P.O. BOX 542, TRENTON, NJ 08625-0542.

Thank you for completing the survey.If you have any questions, please contact
Kris Krishnan at kkrishna@che.state.nj.us
or 609-984-2684. If Kris is not available, contact Jeanne Oswald at
joswald@che.state.nj.us or 609‑292-8916.

Attachment A

Project List, Format, and Instructions

General Instructions

A.The
capital construction needs project list is provided as an Excel
spreadsheet.It may be replicated as
needed to provide for the total number of projects at your institution.This format has been slightly modified from
that used by the Capital Planning Commission.An example of a completed form follows these instructions.

B.Individual projects should be listed for Compliance,
Acquisition, Construction and Infrastructure.However, grouping similar projects into a single project is
encouraged.For example, removing
asbestos in various buildings should be combined into one project.

·Technology infrastructure and capital equipment:
Provide information in broad categories.For example, it is not necessary to list each computer lab and estimate
the number of PC’s needed to be bought or replaced during this seven year time
period.Rather, provide a total
computing equipment estimate for your institution or campus. Likewise, estimate
the need for scientific equipment across the institution or campus.

Specific Instructions

A.Begin each page with the institution name and column headings.

B.Category: Use those
listed in Section V.If there is a
sub-category, include both.For
example, installing a sprinkler system in a dormitory would be listed
“Compliance, Life/Safety”.

·General:Include institutional funds not included
in other categories and state general fund appropriations.If the source of funds is not known, include
the cost in this line.

·Bond:Include those funds known to be
available to your institution.An
example of this would be a project that will be financed with Higher Education
Capital Improvement Fund Program resources or Chapter 12.

E.Project
Description:Provide a brief (1 to
3 sentences) description of the project.

F.Rationale: Use
a“Rationale Code” listed below.In some cases, there may be more than one
reason why a project is needed.In
those cases, use multiple codes and assign a percentage to each code that
represents that portion of the rationale.For example, a dormitory may be built to address both current
overcrowding and anticipated enrollment growth, so the codes would be C –25%
and A – 75%.In some cases, especially
compliance, the rationale may appear obvious, but please provide the code to
accommodate data compilation.

Rationale Code

A.Expanding
to accommodate growing number of applicants

B.Expanding
in preparation for more high school graduates

C.Expanding to accommodate growing
population of non-traditional students